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Office and Workplace Security -- An Overview

Every business should focus on providing a safe work
environment for workers a safe environment for business
operations, and the security of customer information, employee
information -- even company property. The following are ways to
make any office or workplace more secure - for your employees
and your business.

Never put company mail in an unsecure mailbox.
Use locked or Postal Service mailboxes.

Institute a clear desk policy. At the end of the
workday, require employees to store all files, folders, and
paperwork in locked drawers or file cabinets. Work in
progress should be put away, regardless of whether it is of
a sensitive or confidential nature.

Create a "last person out" procedure. Set up a
procedure where the last person to leave at the end of the
workday checks all doors and window, checks bathrooms, and
performs any other tasks (like turning off lights, turning
on alarms, etc). Make sure every employee knows what should
be done - and that they follow those procedures.

Store all sensitive documents in a locked fireproof
and waterproof cabinet. Some documents can't be
replaced; make sure yours are safe in the event of fire or
other disaster. And make sure those documents are put away
at the end of the workday.

Shred all proprietary and confidential
information. Place shredders in convenient locations so
they are easy to use.

Number and assign all keys. Entry door keys,
file keys, desk keys all keys should
be numbered and specifically assigned to employees. Make as
few "master" keys as possible, and ensure that only top
management has access to master keys. If you provide keys
to temporary employees, contractors, or other individuals,
make sure those keys are returned either at the end of each
day (if appropriate) or at the end of the assignment.

Use electronic "keys." Better yet, use
electronic keys for entry and interior doors. Electronic
keys can be programmed for a specific time-period, to only
open certain doors, etc. Then, if a key is not returned,
your system can be easily reprogrammed to deny access to
that key. A side benefit of an electronic key is that,
depending on the system, use of that key can be recorded
and tracked.

Restrict access whenever possible. If your
premises are fairly large, consider restricting access to
certain areas. For example, production employees may have
no work reason to visit your computer rooms. Or you may
decide to restrict access to file rooms. In short, the
fewer people who can access an area, the fewer people who
can access sensitive information. Especially consider
restricting access where contractors and visitors are
concerned. A good policy to follow is the "minimum access
necessary" policy: Only allow visitors (and in some cases,
employees) access to the areas required to perform their
job functions. And limit the time period - if contractors
should only be on-site from 8 a.m. to 5 p.m., program their
keys to deny access outside those time periods.

Provide badges for all visitors. Requiring
badges allows employees to quickly determine if an unknown
person has been granted access to the premises. Plus, a
visitor badge makes it easy to notice guests in your place
of business - and for employees to greet those guests. By
the same token, never leave reception areas
unattended.

Install video cameras. Video systems are
relatively inexpensive and maintenance-free. Cameras placed
at entry areas - especially areas where visitors will enter
the premises - not only record the comings and goings of
employees and others, they also can deter people from
attempting to gain unauthorized access. If you keep
exterior doors locked, video cameras can serve as a way to
identify people wishing to enter the building; after
verification, the door can be unlocked remotely.

Encourage employees to keep valuables at home or in
their cars. Ask them to keep any other valuables out of
sight and preferably locked in desks or cabinets.

Ensure parking lots are well-lit and free of
hiding places.

Create and follow an evacuation plan. Even if
you have a small office, make sure every employee knows
when and how to exit the building in the event of an
emergency, and just as importantly where to gather once
outside. For example, if you have a fire, the first
question firefighters will ask is whether any employees
remain inside; by gathering at a specific location, you
will immediately know if all your employees are present and
accounted for. If you don't know, firefighters are forced
to assume an employee may still be inside - and may have to
take unnecessary risks to attempt to find them. If there
are only two ways out of your office, an evacuation plan is
simple to create; just make sure every employee knows to
immediately report to a staging area so they can be
accounted for. Holding a five-minute meeting to explain
your plan could save a life.

Set procedures for employees working late or on
weekends. If you normally operate during the business
day, you know when employees are in the office. But if
employees come in late or on the weekends, you may not be
aware they are on the premises. Establish a procedure
letting you know when employees are working, and then
establish policies to make sure they are safe and the
workplace secure. Your system could be as simple as setting
up Twitter accounts employees follow; workers "tweet" when
they arrive at the office on, for example, a Saturday, and
let others know how long they expect to be at work. They
can then tweet when they leave for the day. Whatever method
you choose, setting up a simple notification system allows
you and others to know employees are safe and not in need
of assistance. If, for example, an employee has a medical
emergency and no one else is on the premises. Knowing that
employee should have "checked in" by now could make all the
difference.

Create a system to track the movement of
employees who work outside the main workplace. Know
where they are, where they should be, and create standard
"check-in" procedures so you can be sure they are safe and
accounted for. Make sure employees who perform duties
outside the workplace have cell phones, especially if their
duties require them to enter other people's homes.

Require employees who are traveling on company
business to provide an itinerary listing stops,
times, etc. Have them report in on a regular basis so
you can be sure they are safe.

Again, your employees deserve a safe and secure
work environment. While some of the above tips may not
be appropriate for your business, use them as a
starting point to determine ways you can effectively
provide security for your employees and your
company.